Heritage Grants ProgramOUR HERITAGE: WORTH KEEPING, WORTH SHARING

GENERAL GUIDELINES

MANITOBA SPORT, CULTURE AND HERITAGE

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WHAT IS THE HERITAGE GRANTS PROGRAM?

The Heritage Grants Program has been developed to assistManitobans in identifying, protecting and interpreting theprovince’s human and natural heritage.

WHO CAN APPLY?

Application for funding under this program is open to anynot-for-profit, incorporated community organization, localgovernment, university or First Nation seeking to identify,protect or interpret Manitoba’s human and natural heritage.The organization must have been in existence for at leastone year.

Individuals or unincorporated groups may apply under theendorsement of an eligible organization. The organizationendorsing the applicant must provide a letter of support forthe project. The results of the project must be publiclyaccessible on a not-for-profit basis. Federal and Provincialgovernment departments are ineligible. Municipal organizations are encouraged to apply throughtheir Municipal Heritage Advisory Committees.

HOW DO YOU APPLY FOR A GRANT?

A checklist accompanies each application to help withpreparing and submitting a complete application. Pleaseensure all requirements listed in the individual categoriesare met. If an application is incomplete or inaccurate, andcannot be corrected in time for the deadline, the application will be returned and consideration will bedelayed to a later date. Groups involved in joint projects areencouraged to submit a single application.

WHERE CAN YOU FIND APPLICATIONS?Application forms are available from the Heritage GrantsProgram office or from the nearest regional office ofManitoba Sport, Culture and Heritage (see page 8).Website: www.manitoba.ca/chc/grants/hgp.html

WHAT ARE THE DEADLINES?

Deadlines for applications are January 31 and June 1 ofeach year.

Applications should be submitted as far in advance of thedeadline as possible so organizations can be advised if anyadditional information is required to complete the application.

WHAT IS A PROJECT?

A project is an activity of a non-recurring nature. Multi-yearprojects are acceptable, but each component must have anidentifiable product, and the result of each componentmust be capable of standing on its own as there is no guarantee that the Heritage Grants Program Committee willrecommend support for successive components of a project.

Applicants must submit a detailed description of the projectindicating what the project will contribute to the identification, protection or interpretation of Manitoba’s heritage, the times when the project is expected to start andfinish, and the total funds from all sources necessary to complete the project or the component of the project underconsideration.

It is to the applicant’s advantage to demonstrate theadvice of a heritage agency or professional individualhas been sought in the development of an application.An accompanying letter or report from the person oragency consulted may strengthen the application.

WHAT KIND OF PROJECTS ARE ELIGIBLE?

Collections Management see page 5Conservation see page 5Exhibitions see page 5Programs see page 6Interpretive Signs see page 6Research: Archaeological/Audio Visual/

Historical/Oral Histories see page 6/7Special Initiatives see page 7

HOW ARE GRANTS AWARDED?

The amount of support can not be greater than the totalcost of paid project expenses and will not exceed 50%of the total project value (including donated labour, materialsand equipment).

HERITAGE GRANTS PROGRAM

GENERALGUIDELINES

Main Floor, 213 Notre Dame AvenueWinnipeg (Manitoba) R3B 1N3

Telephone: 204-945-2118Fax: 204-948-2384

Website: www.manitoba.ca/chc/grants/hgp.htmlEmail: hrb@gov.mb.ca

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Historic Resources Branch

The grant amount will also be based on:

• the availability of funds• the quality or merit of the project• the need of the applicant• the ability of the applicant to make effective use of

the funds available• the amount of volunteer and community commitment• other sources of funding (especially confirmed)

Grants are approved “up to a maximum amount” butbased on actual costs.

The Heritage Grants Program will take into account otherprovincial government funding so as to ensure that the totalamount of provincial funding does not exceed 50% of eligible project costs. Applications will not necessarily beapproved at the full amount. Approval will not necessarily begiven for the entire request. Eligible costs include materialsand supplies, costs of services or equipment, and project staffsalaries or contractual fees, but not the value of donated collections.

Funding is not available for: ongoing administration; operating expenditures; debt reduction; routine maintenance; the purchase of sites, buildings, collections or artifacts; or the moving of buildings.

Capital expenditures are ineligible - such funding may beeligible through Housing and Community Development'sCommunity Places Program.

Re-application does not guarantee funding in the next round.

The Heritage Grants Program will not fund agencies whoseprimary purpose is to give grants.

Financial contributions by the applicant, and by private sectorfunders, will enhance the application. Where appropriate,financial support and/or endorsement by local governmentwill be considered an asset for an application.

Project expenses incurred before notification of a decision byManitoba Sport, Culture and Heritage will not be considered for funding.

Approved project expenses must be a minimum of$1,000.00, and allocation cannot be less than $500.00.

HOW ARE DECISIONS MADE?

The Heritage Grants Program Committee makes grant recommendations to the Minister of Sport, Culture and Heritage.

1. First, program staff review the application for completenessand advise the applicant if additional information is required in order to assist the Heritage Grants Program Committee in making its decision.

2. Applications are then reviewed by technical assessors.

3. Funding recommendations are made in formal meetings of the Heritage Grants Program Committee. Individual members of the committee will not commenton any action taken by committee.

4. Heritage Grants Program Committee members declare a conflict of interest and do not take part in discussion or voting if they have a direct association with a project that is being considered for funding.

WHEN WILL YOU BE NOTIFIED?

Notification is generally provided approximately threemonths after the application deadlines.

HOW ARE GRANTS PAID?

After the Heritage Grants Program Committee has reviewedthe application and made its recommendation, a letter willbe sent advising of the outcome. Successful applicants willalso receive a Letter of Agreement, which should be signedand returned within one month.

Grant Allocations

Upon receipt of a signed Letter of Agreement, 50 per centof the approved grant amount will be disbursed at thestart of the project. The balance of the grant will be disbursed following:

• completion of the project

• receipt of a satisfactory project evaluation report

Should costs be less than initially expected, final paymentwill be adjusted based on actual expenditures.

Evaluation reports and financial information must be received within 60 days of completion of the project.

IS THERE AN APPEAL PROCESS?

Appeals on recommendations of the Heritage GrantsProgram Committee will be heard by a separate AppealsCommittee. An applicant may appeal the decision of thecommittee within 30 days of the public release of the committee's decisions. Decisions of the Appeals Committeeare final.

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WHAT TERMS AND CONDITIONS APPLY?

Applicants are required to complete the project within 12months of the approval date. Extensions will be consideredonly in exceptional circumstances. Projects not started withinone year of approval are considered to have expired. If aproject is not completed within the allotted time frame,applicants are expected to return funds advanced by theprogram.

Any funds awarded are to be used solely for the purposespecified in the application unless written permission hasbeen obtained from the Heritage Grants Program to varythese purposes, and any funds not so used will be returnedto the Heritage Grants Program within 60 days of theagreed upon completion date of the project as a debt dueand owing to the Manitoba Government.

The assistance of Manitoba Sport, Culture and Heritage should be acknowledged in some way appropriate to the final product of the project (for example, a credit line in a publication or in media releases etc. such as “This project was partially funded with a grant from the Manitoba Government”). The final evaluation report will include copies of any project publicity.

Grant recipients are asked to submit, where appropriate,two copies of the finished product for placement in the collections of the Legislative Library and the HistoricResources Branch (for example, publications or audio-visualmaterials) where information about the project will beaccessible to all Manitobans.

As a condition of accepting financial assistance from theHeritage Grants Program, successful applicants agree tocooperate and permit an evaluation and audit of the organization if deemed necessary by the department.Complete financial records must be retained by the organization and made available to the department onrequest.

When funding is confirmed from other sources, applicantsmust advise the Heritage Grants Program Office. This alsowill strengthen the application.

WHAT OTHER INFORMATION WOULDHELP AN APPLICATION?

Applicants are encouraged to learn about, and make use ofother appropriate funding sources as much as possible. For further information, please contact your RegionalServices Office of Manitoba Sport, Culture and Heritage.

Preference will be given to applications from cooperatingorganizations.

GENERAL DEFINITIONS

Anniversaries - applications will be considered for significant anniversaries (minimum 25 years). Preservationand interpretation projects of lasting benefit to heritage willbe considered. Funding is not provided for celebratoryevents.

Detailed work plan - This involves listing the mainsources of information (ex: specific archival collections, localnewspapers, etc.), and the time that will be spent researching each research/source category.

Equipment - the purchase of equipment for a specificproject rather than its rental will be considered where theapplicant can satisfactorily demonstrate that the cost wouldbe less. An individual may purchase equipment for a projectbut will be required to identify an appropriate heritageorganization to take the equipment once the project iscompleted. If a piece of equipment is already owned by anapplicant, its purchase or rental cost may not be counted aspart of the applicant's contribution towards project costs.

Interpretation - telling the historical story in a way thatwould be meaningful to people unfamiliar with the topic

Preservation - taking action to prevent further deteriorationor to stabilize at present condition

Restoration - returning a substantially original object(artifact or specimen) to its former, documented condition(ex: to restore to its original condition, using original partsor the same type of materials)

Replication - producing a copy, duplicate or reproduction,which contains little or none of the original object (artifactor specimen)

Representation - creating a likeness or imitation to suggestan object (artifact or specimen)

Routine maintenance - small-scale repairs, replacementof worn-out parts, or ongoing upkeep

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other expenses will be considered up to provincial government maximums. Applicant should contact the Heritage Grants Program office for the latest acceptable rates. Applicants must demonstrate that salary/volunteer or hired costs are directly related to the project and not part of any administrative costs.

For projects where the requested grant represents only a portion of a larger budget, the budget page should clearly specify which aspect(s) of the overall project is/are to be paid for using the grant.

For volunteer labour and materials, applicants should detail and describe the work to be done, the number of hours required, and the hourly rate for the work. Locally acceptable rates for labour and materials will apply; in other circumstances, per diems, mileage and

GENERAL REQUIREMENTS

Quotes - Applicants must submit two quotes or estimatesfor outside consultants or contractors/suppliers. Local

circumstances may limit the number of estimates that canbe provided in a small community. If an applicant is unableto provide the two required quotes, the circumstancesshoud be explained.

GUIDELINES FOR INDIVIDUAL CATEGORIES

COLLECTIONS MANAGEMENT

Purpose:

To assist with collections planning and/or upgrading ofcollections records.

Criteria:

Funds are available for collections which are owned by aninstitution or on formal loan from another institution, orheld in trust on behalf of the province.

Requirements:

Applicant organizations must demonstrate that they haveand follow collections policies which meet generally accepted guidelines for museums, archives or archaeological collections.

Applicants should show a history of efforts to look after thecollection, such as a record of preventative maintenance.

A development plan must be submitted.

For reformatting projects applications must:

1. for microfilming follow standards in the “BasicConservation of Archival Materials: A Guide” documentor for digitization follow guidelines in the “Digitizationand Archives” document. Both documents are postedat www.cdncouncilarchives.ca/presinfo.htmlor can be obtained from the Association for ManitobaArchives – 204-942-3491.

2. and demonstrate that copies are not available elsewhere.

Applicant must include qualifications of the specialist (including resumes or curriculum vitae).

Types of Grants:

Planning – honorarium or fee to bring in a specialistto review and rationalize the collections and produce a long term plan for collections development and management.Collections records development – based on a plan that includes specifications and costs to prepare and maintain records on the collections according to recognized discipline standards.Reformatting of archival collections – transformation of analog information (from whatever form and from whatever support) to microfilm or digital code.

CONSERVATION

Purpose:

To assist with the conservation of a heritage/archival/museum object or collection.

Criteria:

Authenticity is of primary importance; therefore,preference will be given to preservation or restoration over replication.

For archival collections, preservation of information is inmost cases more important than the material it’s on. (ex: reformatting is eligible as preservation/restoration.)

Representations and maintenance are not eligible.

Requirements:

Applicants must demonstrate that they have sought the advice of appropriate conservation expertise in formulating an application.

Applicants must describe why the project is heritage, as opposed to maintenance. The applicant must indicate what benefit to heritage will result from the project.

Applicants need to show a history of efforts to maintain an object or collection. Applicants must show a record of preventative maintenance and a plan for future maintenance.

EXHIBITIONS

Purpose:

To improve the interpretation of Manitoba’s heritage through creating, upgrading or circulating exhibits.

Criteria:

Exhibition proposals must demonstrate that they are arecord of, or provide context to, the people, places, or events of Manitoba’s past, or that they interpret some aspect of that past in an historically accurate manner.

Types of Grants/Requirements:

Exhibit development is normally considered in phases,each of which may be eligible as a separate project.

Planning – includes historical research, collectionsreview, and space and lighting considerations, which results in a storyline, floor plan and exhibit case designs.

Production – must provide a plan that includes storyline, floor plan, and exhibit case designs, as well as specifications and costs for exhibit cases, panels, props, labels, lighting and conservation or replication of objects for display purposes.

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Circulation – must provide specifications and costs ofa travelling exhibit to be brought into a facility, or costs to circulate a travelling exhibit to other facilities. In the latter case, the proposal should include a draft schedulefor circulation, and an indication from potential recipients that they are interested in receiving the exhibit.

PROGRAMS

Purpose:

To assist projects that aim to promote Manitoba’s heritagethrough interpretive leaflets, brochures and posters, public programs, planning, or conferences, seminars or workshops.

Criteria:

Media whose primary purpose is promotion arenot eligible.

Types of Grants:

Interpretive Leaflets, Brochures or PostersRefers to printed materials intended as give-aways withthe dual purpose of interpreting and promoting heritage.Including a mock-up of the proposed material will assistthe Heritage Grants Program Committee in understandingthe purpose and content.

Organizations are encouraged to charge a minimum feein order to cover costs for reprinting publications.

The cost of copies for free distribution to public repositories such as schools, libraries, or municipal offices will be considered.

Newsletters are considered an operating cost and noteligible.

Public ProgramsMeans development of interpretive tours, historic walkingtours, lectures or hands-on demonstrations.

PlanningFunds may be used to:- assist in the planning of a community heritage

development strategy- conduct surveys which assess and analyze the

nature of the resource- prepare an inventory of heritage resources- carry out site and planning studies (feasibility

studies are the responsibility of the applicant organization)

- develop operational or program plans for institution,regional or discipline groups

- prepare guidelines for conserving sites, structures or collections

Conferences, Seminars or Workshops- includes development and implementation of

time-bound training programs leading to a recognizedcertificate

- support will be considered for bringing in an outsidespeaker to a conference in Manitoba

- other expenses may be considered- annual business meetings are not eligible

Interpretive Signs

Purpose:

To assist with permanent interpretive media whichrecognize and interpret significant aspects of Manitoba’s history. Media includes interpretive panels, plaques, statues, monuments, and murals. Interpretation is defined as telling the historical story in away that would be meaningful to people unfamiliar withthe topic. Murals will be considered where they portray historic accuracy and authenticity. An accurate sketch, ora copy of an historic photograph to be depicted, must be provided with a project application for a mural.

N.B. Generally, the maximum grant for interpretive signs is up to $2,500.00

Requirements:

indicate how the structure and site will be maintainedin the future

demonstrate ownership or written permission of site location

demonstrate evidence of relevant interpretive content

Applicants must submit two quotes or estimates. Localcircumstances may limit the number of estimates thatcan be provided in a small community. If an applicant isunable to provide the required two quotes, the circumstances should be explained

letters of support from the community

RESEARCH

Purpose:

To assist with projects that aim to improve the knowledgeof Manitoba’s heritage through research for archaeolog-ical, audio visual, historical, oral, school material projects.

Criteria and Types of Grants:

Funds may be provided for heritage research andcomparative analysis, preparing resource guides or bibliographies, and inventories of sites and collections.Printing costs of publications for profit are ineligible.

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Requirements for all type of research projects

Applicants must include:research objectivessubject and scopemethods, sources, and a detailed work planqualifications of researcher, project coordinator and/or editor (including résumés or curriculum vitae)an explanation of how research results will be made accessible to the public

The Heritage Grants Program will not fund student research leading to qualification for a graduate or post-graduate degree.

Please see general guidelines definition for “Equipment”for research projects.

Archaeological Research

Research analysis and interpretation of archaeological sites and collections. Must include requirements listed above as well as: permission of landowner and it shouldbe noted that a heritage permit is required to conduct the work.

Audio-Visual Research

Means planning, research and preparation of a story line or script for sound recordings, slide shows or videotapes.

Historical Research

Comparative and contextual analysis and interpretation of documentary and oral sources. Generally the averagegrant for historical research is between $500 and $5,000.Production costs are ineligible (ex: typesetting, printing,etc.)

Oral History Projects

Must include requirements listed above as well as numberof days spent on: planning the project, doing the research, determining who is going to be interviewed; preparing a questionnaire; doing interviews, preparing audio visual presentation for public viewing; and estimating total number of interview hours. Will more than one interviewer be doing most of the research? Will more than one interviewer be used?

School Materials

Means printed or audio-visual resources which are produced for classroom use. Applicants must be able to demonstrate that the material is in demand by schools and compatible with the school curriculum. The research phase is eligible; production costs are not.

SPECIAL INITIATIVES

Purpose:

To assist with imaginative heritage projects that do notfall within any other categories.

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FOR FURTHER INFORMATION AND APPLICATION FORMS, CONTACT YOUR REGIONAL OFFICE LISTED BELOW:

WESTMAN REGIONRoom 335 – 340 - 9th StreetBRANDON, ManitobaR7A 6C2Phone: 204-726-6066Toll free: 1-800-259-6592Fax: 204-726-6583

EASTMAN REGIONBox 5020 - 1st Street S.BEAUSEJOUR, ManitobaR0E 0C0Phone: 204-268-6018Toll free: 1-800-665-6107Fax: 204-268-6070

CENTRAL REGION225 Wardrop StreetMORDEN, ManitobaR6M 1N4Phone: 204-822-5418Toll free: 1-866-346-5219Fax: 204-822-2915

INTERLAKE REGIONBox 151962 - 2nd AvenueGIMLI, ManitobaR0C 1B0Phone: 204-642-6006Toll free: 1-866-259-5748Fax: 204-642-6080

PARKLAND REGION27 - 2nd Avenue S. W.DAUPHIN, ManitobaR7N 3E5Phone: 204-622-2022Fax: 204-638-6558

NORMAN REGION59 Elizabeth DriveTHOMPSON, ManitobaR8N 1X4Phone: 204-677-6780Fax: 204-677-6862

NORMAN REGION (continued)Box 25503rd Street and Ross AvenueTHE PAS, ManitobaR9A 1M4Phone: 204-627-8213Fax: 204-627-8236

Heritage Grants Program Office

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Main Floor, 213 Notre Dame AvenueWinnipeg, Manitoba R3B 1N3Telephone: 204-945-2118Fax: 204-948-2384Website: www.manitoba.ca/chc/grants/hgp.htmlEmail: hrb@gov.mb.ca

Historic Resources Branch